1. ZIMS Studbook Data Entry
Adding, Editing and Deleting Information in your Studbook

2. Getting Help
Every institution has a designated support person to assist them with ZIMS
This person will also be your contact for any questions/help with Studbook Data Entry
You can contact them at
Your will automatically be directed to your designated support person
Species360 can only advise on ZIMS functionality, your Regional Association can advise on Best Practices

3. Opening your Studbooks
To open your studbook(s) go to Start>Studbook>
Studbooks. Then select the appropriate studbook
from the My Studbooks List. If subspecies are
covered by the studbook hover over the “+# more”
to see what subspecies are included.

4. Some New Terms
In SPARKS when you did not know the information you would record Unknown/UNK
ZIMS has two new terms for this unknown information:
Undetermined/UND
You do not know the information now but you may be able to record it later
Indeterminate/IND
You do not know the information now and you will never be able to record it
HINT: “I”ndeterminate is “I”mpossible to know

5. Add Animal to Studbook From Suggested Animals List
The Suggested Animals option
in your studbook dashboard is
where you find animals that are
recorded in ZIMS but have not yet
been incorporated into your studbook.

6. List of Suggested Animals
Selecting Suggested Animals from the dashboard will display a list of animals that are entered in ZIMS but have not yet been accepted into your Studbook. ZIMS will indicate if it finds any possible matches that are already in your studbook. Using the filter you can search by Local (your region) or Global animals. Animals that are within your region will display in yellow if using a Global search. You can also filter by animals with suggested links or animals without suggested links.

7. Actions for Possible Matches
Selecting the GAN hyperlink to the Non-Studbook animal will display the new Information at the top and the possible matches under Suggested Links. You can go into the Husbandry record by selecting to View Animal Detail in Husbandry. You have four options to take on this record.

8. Link Suggested Animal to Studbook Animal
If you feel that it is indeed a
match you can select the link
icon. You will be asked to
confirm that you want to link
the two records. If you select
Yes ZIMS will link the two and
Open the studbook record.
Should you wish to Unlink at
Some point you can select the
Unlink button.

9. Create Draft Animal Record
If you feel that the new animal is
NOT a match for the identified
studbook animal you can import
the record as a New Animal. This
action will create a draft record.
You have the option to Unlink
because what actually happened
is that ZIMS linked the husbandry
record to the new studbook
record that was created.

10. Accept Institutional Records
The studbook data is displayed on the right and the institutional data
is displayed on the left. Using the “?” you can Accept the Update, Accept
with Edits, or Reject the Update. If the animal has been at only one
institution you also have the option to Accept All records.

11. Accept Institutional Records
As you Accept the records
the “?” will change to a
checkmark and the data
will fill into the studbook
record side. Any mandatory
data is marked as Required.

12. Reject the Data
If you reject any institutional data it continues to display on the
institution side but not on the studbook side. You can manually enter
what you believe is the correct information into the studbook side.

13. Complete the Record
Once you have created data in all of the required fields (shown
in the upper right) you then have the option to Save the draft
record to the studbook. ZIMS will assign the next available
Studbook ID and you have a new studbook record!

14. Reject Non-Studbook Animal
Sometimes you will not want to add a non-SB
animal into your Studbook. This animal is Lost
To Follow up. It went LTF when it was five and
a half months old, so it was not old enough to
have reproduced and would need to be in the
Studbook to use as a parent. The parent’s also
had multiple other descendants so it would not
need to be included to indicate reproductive health
of the parents. It can be Rejected if you want.

15. Finding Rejected Records
At the upper right of the Suggested Animals list is the option to view any Rejected records. The GAN is a hyperlink into the record. You then have the option to Link, add as a New Animal or Manually Link.

16. Manually Link Non Studbook Animal
If the suggested Studbook animals are not records
that you want to link to but you know of a different
Studbook record it should be linked to you can select
The Manually Link option.

17. Manually Link
Alive
The type ahead field drop down list will display the Studbook IDs
That have not yet been linked with another record in your studbook.
Select the one you want to link to and select Save. You will receive a
message confirming that you want to do so. You are not allowed to
link more than once.

18. Manually Link When you confirm the link you will
be taken into the record. Information
from the Suggested Animal record
will appear as Updates. You will need
to use the arrow on the right to open
the Institution grid to Accept/Reject
the information.

19. Manually Link
If you try to accept information that would break a Business
Rule and is not logical you will receive a message and the
data cannot be Accepted. Here we tried to Accept a transfer
after a Death was recorded.

20. Unlink
Any linked records can be unlinked by selecting “Unlink” under the Actions menu. The record you linked will go back into the Suggested Animals list. The original record you linked it with will go back to what it was prior to the link. There will be an automatic note placed under Animal Notes in the studbook record that is was once linked to GAN ######

21. Manually Add New Animal to Studbook
To add a brand new animal to your Studbook select
View List from the Living Animals or the All Animals
in Studbook option. On the next screen select Add
New Animal to Studbook button.

22. Add New Animal In the beginning you are working in a draft of the
Studbook record similar to what happens when you
select New Animal for a Suggested Animal. The
difference is for New Animal from Suggested Animal
you need to Accept/Reject the data that prefills. For
a brand new animal you will need to enter all the data.
There are six mandatory fields and you cannot save the
record into the actual Studbook until all of these
mandatory fields are completed.

23. Add New Animal
Using the dropdown arrow to the right of the “+” sign you can view
the possible transactions. Because this is a new animal to the Studbook,
your only option is to Add New Origin.

24. Birth Type Required
ZIMS Studbooks is designed so that all records begin with an “origin” record – either a Birth or a Hatch - unlike previous applications where you could start a record with a transaction
Because of this, if you migrated from SPARKS or PopLink, you will have more Transaction Counts in ZIMS then shown for the legacy software when you view the Data Migration Validation Report

25. Add New Animal – Captive Birth/Hatch
For this example we are
adding an animal held at a
Private facility that has
worked closely with you
in the past. As noted you
must start with a Birth or
Hatch and that is the only
option under Transactions.
Complete the screen to
record the Location. The
date that is entered here
will also be the default date
for Taxonomy, Sex and
Rearing. Any Notes recorded
here will also display in the
Notes grid.

26. Add New Animal
Once you save the Transaction you will see that the Transactions
box at the top has now turned green and the red Required notice
has disappeared from the Transactions grid and been replaced by
a Completed checkbox. One of the six required fields has been completed.

27. Additional Transaction
Once you have saved the Birth/Hatch
Transaction, additional Transactions
will now be available from the Transaction
dropdown list.

28. Add Parents
To add the Parents select Change Parent Info. The grid is open to record the parent.

29. Add Parents
The Parent field is a type ahead lookup and possible choices will be displayed to select from. If you select to Add New WILD or UND ZIMS will automatically give it the next available WILD or UND number. Select Add New to add additional possible parents. Remember to adjust the percentage of probability that it is the parent either by manually entering or selecting the Re-adjust All if percentages are equal.

30. MULT# Options
When recording Parents you can find your possible MULT options from
either the dropdown arrow or the gear icon. The gear icon lets you
know what records these MULTs have been used in.

31. Creating New MULT# When you create a new combination of parents
such as recording three
possible dams, ZIMS will
automatically assign that
combination the next
MULT # so you do not have
to keep a record of what
your next MULT # is. If ZIMS
recognizes that you have
previously entered the same
combination of parents and
the MULT # already exists
it will not create a new one.
The MULT # displays at the top
of the Parent grid.

32. Complete Required Fields
Continue on and complete the required fields using the “+”
button to activate the data entry screens.

33. New Animal – Wild Birth/Hatch
When you record a Wild Birth/Hatch you will record the Wild Birth/Hatch
first, then a Wild Capture followed by a Transfer. The Parents would be
WILD.

34. Finding Drafts At any time you can leave the
record and it will remain saved
as a Draft. To find your Draft
records open My Animals on the
left side dashboard and scroll to
the bottom to view all of your
active Draft records.

35. Save to Studbook
Once you have completed all the required fields you can then
Save the record to your Studbook. You also have the option to Delete
the Draft should you want to.

36. Save to Studbook When you select to Save to
Studbook you have the option
to enter a Studbook ID. If Auto-
assigned is checked the next
ID will prefill. You can also edit
the ID that you want assigned.
If you are using Temporary
IDs the next “T” ID will also be
displayed.

37. Delete Draft
Should you wish to delete the Draft and not Save to Studbook, select
Delete Animal under the Actions menu.

38. Edit Data To edit most of the grids simply
double left click on the line that
you want to edit. Here we are
changing a Captive Birth to a Wild
Birth. You will receive a message
should your change highly impact
the record. With the change to
Wild Birth all the related fields
such as Location are now activated
for completion.

39. Edit Parent Record
To edit the Parent record you will select Change Parent Info.
This will bring up the Parent grid to edit. The Parent IDs are hyperlinks
into their Studbook records. To Delete a Parent select the trash can icon.

40. Add a Transaction To add a new Transaction use the drop down arrow by
the “+”. Possible options will appear to select from.

41. Add a UDF to Record To assign a UDF to a record
select the “+” and Add New.
Any UDFs you have created
under Institution Overview
will display to select from.
If the Type is a ComboBox,
what you entered for Terms
will display in the Value
dropdown list. If the Type is
a Text Field then Value is
free text.

42. Delete Data
Most of the data in the grids can be Deleted and if so there is a
Delete button on the Edit screen. The Origin Transaction cannot
be Deleted. Nothing will be Deleted until you confirm the action.

43. Export or Download
You can download single grids by using the arrow to the right
of the cloud icon. You can export the complete record by
selecting the Export Complete Animal button at the top.

44. Pending Updates
The Pending Updates indicate all additions/edits made to the
Institutional records for animals in your Studbook. Select View
list to see them.

45. Pending Updates Any updates to a record at the institution level will
display in orange. Use the
Studbook ID hyperlink to
open the record to view the
updates.

46. Pending Updates The number of Updates in the record will
display to the right of the GAN. The grids
these Updates are in display in an orange
circle. Grids with updates will be expanded
by default when you open the record.

47. Parents Options
Clicking on the “?” will display the options available. For Parent updates you have
the options to Accept Update (the single record), Accept All (all parent records will
be accepted), or Reject Update (the record will not become a part of the studbook
but will remain in the right side institution records box in red). You can chose to Accept
a record that you initially Rejected.

48. All Others Options
For all other fields you have the options to Accept Update, Accept with Edit, or Reject Update.

49. Accept with Edits If you select Accept with
Edits the record information
will pop-up and you can edit
as needed. Here we added a
note regarding the date the
Rearing record was accepted.

50. Accept/Reject Institutional Record
If you accept an Institutional record the “?” will change into a checkmark and the information will be displayed on the left side Studbook Data (top). If you Reject Update the “?” icon will change and the record will NOT display in the Studbook Data.

51. Delete Studbook Entry If you want to delete the original entry, in
this case the Parent
Rearing, double left
click on the appropriate
one and select the Delete
button.

52. Reject Institutional Record
In this record the fact that
the animal was missing for
four days does not really
impact your Studbook
data. You may choose to
Reject this update.

53. Reject Institutional Record
A record that has been Rejected will display with a circle and cross
hatch icon. You do have the option to later Accept that update.
It is important to note that any transactions on the Institution side
that are Ownership Only transactions cannot be Accepted or
Rejected into the Studbook record.

54. Records Not Getting Updates
There are two situations where you may not be receiving Pending Updates on your studbook records. First, the last holder may not be a ZIMS institution and therefore no updates are available. Second, the animal may be managed as a group in the Husbandry module of ZIMS. Currently studbooks do not handle group records so no updates from groups will be displayed. You will receive a message under Global Status.

55. Parental Mapping
Parent information can be found in both Suggested Animals and Pending Updates
How ZIMS makes predictions for these in the Studbook Module depends on how they are entered in the Husbandry Module
There are nine variations of how Husbandry parents are mapped into Studbook parents
Please see the PowerPoint 3006 – Mapping Parents for details on this process

56. Delete an Animal Deleting a studbook animal record is the same as
deleting a Draft record from the studbook – select Delete
Animal from the Actions menu. You are given the option
to change your mind before it is Deleted.

57. On Data Entry into your Studbook
Any Questions?
On Data Entry into your Studbook